Recording and Managing Every Appraisal Opportunity.
Every appraisal opportunity should be recorded clearly, linked to the right property and given a next action.
An appraisal opportunity should be recorded as soon as it becomes genuine.
Do not wait until the appraisal is booked.
Someone who says they may sell later this year is already worth recording properly.
Start with the basics.
The CRM should show:
Owner details
Property address
Agent responsible
How the opportunity came about
Likely selling timeframe
Appraisal date, if booked
Current status
Next action
Follow-up date
Link the right people and property.
Make sure the appraisal is connected to the correct property and all relevant owners.
Check the ownership information rather than relying on an old contact record.
Record the timing.
Timing helps determine how the opportunity should be managed.
For example:
Ready to sell now
Within three months
Later this year
Next year
Timing unknown
Update this whenever the owner’s plans change.
Record what you know.
Useful notes might include:
Reason for selling
What needs to happen first
Price expectations
Other agents involved
Concerns or questions
Previous appraisal history
Keep the notes short and factual.
Give every opportunity a next action.
An appraisal record should not simply sit in the CRM.
The next action might be:
Confirm the appraisal
Send information
Call after the appraisal
Follow up after renovations
Contact after a planned purchase
Reconnect in three months
Add a date and assign the task to the right person.
A clear appraisal workflow.
1. Opportunity identified
Create or update the contact, link the property and record the likely timing.
2. Appraisal booked
Add the appointment date, confirm the agent responsible and set any pre-appraisal tasks.
3. Prepare
Review the CRM history, previous conversations, property details and any earlier appraisals.
4. Appraisal completed
Record the outcome, seller plans, timing, concerns and any agreed next step.
5. Follow up
Set the next contact date and provide any information promised.
6. Update the status
Move the opportunity to the correct stage, such as:
Active follow-up
Likely to list
Long-term nurture
Listing won
Listing lost
Closed
7. Keep the record current
After each conversation, update the notes, timing, status and next action.
The workflow should make it easy to see where every appraisal opportunity sits.
Keep the status current.
As the opportunity changes, update the CRM.
It may move from:
Future seller → Appraisal booked → Appraisal completed → Active follow-up → Listing won
Or it may move into long-term nurture, be lost to another agent or close altogether.
The CRM should show where the opportunity sits now, not where it sat six months ago.
Appraisal recording checklist.
Before leaving the record, check that you have:
Correct owner details
Correct property
Lead source
Likely selling timeframe
Current appraisal status
Useful notes
Agent responsible
Clear next action
Follow-up date
A well-recorded appraisal opportunity is easier to follow, easier to review and much less likely to be forgotten.